Executive Administrative Support Specialist

Administrative Support Specialist 3

Provides complex administrative and programmatic support to leadership.

Job Salary Range: $70,000-$75,000 per year; DOE

The Executive Administrative Support Specialist provides high-level scheduling, coordination, and decision-support for the Office of the President. Reporting to the Deputy Director, this role manages scheduling logistics, correspondence, and office resources while maintaining discretion, professionalism, and attention to detail. This position also provides backup support to senior scheduling staff to ensure continuity within the Office of the President.

Scheduling & Day-of Support

• Provide day-of support for the President's schedule, ensuring meetings and engagements run on time with all participants present.
• Manage same-day scheduling changes and rapid rescheduling in response to evolving priorities.
• Manage scheduling for media interviews, videotaping requests, and other public-facing engagements.
• Coordinate meetings with legislative and elected officials in accordance with institutional protocol.

Planning & Calendar Management

• Develop and execute scheduling plans for annual and recurring presidential meetings and engagements.
• Maintain assigned personal and recurring appointments for the President with discretion and confidentiality.
• Maintain president's spring teaching schedule, liaising with TA's
• Assists the executive director and deputy director with management of a complex schedule while developing solutions to intricate scheduling conflicts.

Operational Continuity

• Perform opening duties for presidential suite
• Provide cross-coverage and operational support during peak periods or staff absences, including support for travel-related scheduling, athletics, and family-related engagements as assigned.
• Ensure accuracy, follow-through, and execution of calendar commitments in collaboration with the Office of the President team.
• Prepare advance briefing materials for president relative to scheduling assignments

• Judgment & Prioritization Effectively assesses and prioritizes scheduling requests based on strategic alignment, urgency, protocol, and institutional impact; escalates appropriately.
• Scheduling & Operational Excellence Executes complex, high-volume scheduling accurately and efficiently; ensures calendar commitments are confirmed, prepared, and executed as planned.
• Discretion & Confidentiality Handles sensitive information and engagements with professionalism, integrity, and awareness of institutional risk and optics.
• Communication & Stakeholder Coordination Communicates clearly and diplomatically with internal and external stakeholders; ensures expectations, logistics, and details are well managed.
• Adaptability & Responsiveness Responds effectively to same-day changes, competing demands, and evolving priorities while maintaining accuracy and composure.
• Collaboration & Team Support Works effectively with the Deputy Director, Executive Director, and support staff; provides reliable cross-coverage and contributes to team continuity.
• Reliability & Accountability Demonstrates consistent follow-through, attention to detail, and ownership of responsibilities in a fast-paced environment.

• Experience in higher education or a mission-driven organization.
• Experience supporting senior executives or public-facing leaders.
• Familiarity with scheduling software, media coordination, and office operations
• Demonstrated ability to manage high-volume, time-sensitive requests with accuracy and discretion.
• Strong organizational, communication, and judgment skills.
• Proven ability to handle confidential information with professionalism.
• Ability to prioritize tasks, adapt to changing priorities, and work under pressure.

• This position is located on-site at the ASU Tempe campus.
• Regular use of standard office equipment, including, but not limited to, computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, and associated computer/technology peripherals.
• Activities are performed in an environmentally controlled office setting, subject to extended periods of sitting, keyboarding, and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%).

The Arizona State University Office of the President provides strategic leadership and vision for the university, guiding its mission to advance education, research, and public service. The office works collaboratively with university leadership, faculty, and the community to drive innovation, support student success, and strengthen ASU's impact locally and globally.

Driving is not required for this position.

Campus:
Tempe

No Federal Funding

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

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